1.2 CCDF Policy Decision Authority

The Lead Agency has broad authority to administer (i.e., establish rules) and operate (i.e., implement activities) the CCDF program through other governmental, non-governmental, or public or private local agencies as long as the Lead Agency retains overall responsibility for the administration of the program. Administrative and implementation responsibilities undertaken by agencies other than the Lead Agency must be governed by written agreements that specify the mutual roles and responsibilities of the Lead Agency and other agencies in meeting the program requirements. 1.2.1 Entity establishing CCDF program rules Which of the following CCDF program rules and policies are administered (i.e., set or established) at the State or Territory level or local level? Identify whether CCDF program rules and policies are established by the State or Territory (even if operated locally) or whether the CCDF policies or rules are established by local entities, such as counties or workforce boards. Check one of the following: a. [x] All program rules and policies are set or established by the State or Territory. (If checked, skip to question 1.2.2.) b. [ ] Some or all program rules and policies are set or established by local entities or agencies. If checked, indicate which entities establish the following policies. Check all that apply: i. Eligibility rules and policies (e.g., income limits) are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: ii. Sliding-fee scale is set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: iii. Payment rates and payment policies are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: iv. Licensing standards and processes are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: v. Standards and monitoring processes for license-exempt providers are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: vi. Quality improvement activities, including QIS, are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: vii. Other. List and describe any other program rules and policies that are set at a level other than the State or Territory level: 1.2.2 Entities implementing CCDF services The Lead Agency has broad authority to operate (i.e., implement activities) through other agencies, as long as it retains overall responsibility for CCDF. Complete the table below to identify which entity(ies) implements or performs CCDF services. Check the box(es) to indicate which entity(ies) implement or perform CCDF services. CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who conducts eligibility determinations? [ ] [ ] [x] [ ] [ ] Describe: CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who assists parents in locating child care (consumer education)? [x] [ ] [x] [x] [ ] Describe: Who issues payments? [x] [ ] [ ] [ ] [ ] Describe: Who monitors licensed providers? [x] [ ] [x] [ ] [ ] Describe: Who monitors license-exempt providers? [x] [ ] [ ] [ ] [ ] Describe: CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who operates the quality improvement activities? [x] [ ] [x] [x] [x] Describe: DCY may also contract with additional organizations to support the implementati on of key improvement strategies. For instance, a request for proposals (RFP) will be posted to support the implementati on of a high quality curriculum. Trainings and technical assistance will supported by the applicants on how best to implement a curriculum and aligned activities. In addition, Ohio has a system of State Support Teams that provide technical assistance to CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other school districts and providers participating in Preschool Special Education. 1.2.3 Information systems availability For any activities performed by agencies other than the Lead Agency as reported above in 1.2.1 and 1.2.2, identify the processes the Lead Agency uses to oversee and monitor CCDF administration and implementation activities to retain overall responsibility for the CCDF program. Check and describe how the Lead Agency includes in its written agreements the required elements. Note: The contents of the written agreement may vary based on the role the agency is asked to assume or type of project but must include, at a minimum, the elements below. a. Tasks to be performed. [x] Yes. If yes, describe: The responsibility for overseeing the Child Care Development Fund and the implementation of this state plan will be shifting from the Ohio Department of Job and Family Services to the Ohio Department of Children and Youth, pending approval from the federal government and the Office of Child Care. The Ohio legislature supported the proposal made by Governor Mike DeWine to develop a new cabinet level organization focused on serving children and their families from the prenatal period to the young adult/youth reaches the age of 21. A Memorandum of Understanding has been developed to outline the roles and responsibilities for ODJFS and DCY during this transition phase. CCDF administrative and implementation tasks performed by the local County Departments of Job and Family Services include determining and processing eligibility applications for Publicly Funded Child Care and the licensing of family child care providers. Both of these tasks include monitoring and quality assurances staff and tools to ensure that federal and state rules and expectations are being followed. For eligibility reports such as application timeliness and reviewed and assessed for each county. For family child care licensing, DCY has a quality assurance team that monitors the timeliness and consistency of of the new and on-going licensing of providers. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: DCY sets requirements in rule for county agencies to implement CCDBG. For the Publicly Funded Child Care (PFCC) program, the requirements for both the county agencies and caretakers are set in Chapter 5101:2-16 of Ohio Administrative Code (OAC). Many of the eligibility requirements are also automated in the state's systems which the counties are required to use for determining initial and ongoing eligibility. The department audits the county annually to ensure they are implementing PFCC rules correctly, especially with meeting application timeliness expectations. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: DCY manages all fiscal aspects of the Child Care Development Block Grant. DCY requires Provider Agreements for licensed child care providers who want to serve families that qualify for child care assistance. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: DCY will have a written agreement with the Ohio Department of Education and Workforce (DEW) in order for children enrolled in Publicly Funded Child Care (PFCC) to obtain the Statewide Student Identification number (SSID). The SSID will allow DCY to analyze the other programs and systems that are being utilized by families in PFCC. In addition, DCY will be able to track the progress of children receiving early care and education programming through the K-12 system to assess performance at kindergarten entry, on the third grade reading and other standardized tests and at graduation. [ ] No. If no, describe: e. In addition to the written agreements identified above, describe any other monitoring and auditing processes used to oversee CCDF administration. The Auditor of State also has responsibility for monitoring any state funding, including those used to leverage federal funds. Additionally, the Ohio of Budget and Management monitors the spending for state and federal funds on a quarterly basis. 1.2.4 Certification of shareable information systems. Does the Lead Agency certify that to the extent practicable and appropriate, any code or software for child care information systems or information technology for which a Lead Agency or other agency expends CCDF funds to develop is made available to other public agencies? This includes public agencies in other States for their use in administering child care or related programs. [x] Yes. [ ] No. If no, describe: 1.2.5 Confidential and personally identifiable information Certification of policies to protect confidential and personally identifiable information Does the Lead Agency certify that it has policies in place related to the use and disclosure of confidential and personally identifiable information about children and families receiving CCDF assistance and child care providers receiving CCDF funds? [x] Yes. [ ] No. If no, describe: